HomeMy WebLinkAboutMN-B&A-1996-01-24 BUDGET AND ADMINISTRATION COMMITTEE
REGULAR MEETING 7:30 P.M. JANUARY 24, 1996
MINUTES
Present:
Committee Members: Shenk, Efroymson, Thorpe, Mackesey,
Marcham
Others Present:
Mayor Cohen
City Controller Cafferillo
Deputy Controller Thayer
Assistant City Attorney Kennedy
City Chamberlain Parsons
Fire Chief Wilbur
Superintendent of Public Works Gray
Members of the media
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1. Opening Comments:
Chairperson Shenk stated that the following changes were
made to the agenda:
1. Deletion of the Planning item dealing with
Southwest Park surveys. '
2 . Additional Drug Task Force Street Lighting item.
3. Additional Postering in the City item.
Members of the Public were asked to speak; no members spoke.
2 . Finance/Controller - Approval of 1994 Single Audit Report
Jack Little and Dennis Jones, both partners from the CPA
firm of Ciaschi, Dietershagen, Little and Mickelson,
discussed the City' s 1994 external single audit report
with the Committee. Mr. Little discussed various aspects
of the single audit report, including what a single audit
is and what items are included in the audit.
Mr. Jones discussed the financial and compliance
requirement detail of the report. Both Mr. Little and
Mr. Jones reported that the 1994 audit report was clean
and free from exceptions . They reported that the 1994
audit was as good as it gets and very few municipalities
in the state receive such a good report.
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BUDGET & ADMINISTRATION COMMITTEE MEETING JANUARY 24, 1996
The Committee discussed the timing of the audit. Deputy
Controller Thayer stated that the information is a year
old due to timing and scheduling between the audit firm
and the City. Thayer explained that the 1995 audit
should be completed by August, 1996 . After a brief
discussion regarding the audit, the following motion was
made:
RESOLVED, That the Single Audit Report for the period of
January 1, 1994 through December 31, 1994, prepared by the
accounting firm of Ciaschi, Dietershagen, Little and
Mickelson, C.P.A. I s, be accepted to comply with all the City' s
applicable Federal Single Audit and related Audit
Requirements.
3 . Common Council - Request to Release Funds for IPAC Funding
James Salk and Chris Tate from IPAC presented a proposal
to the Committee that would release the agency' s $12,000
in funding from the Restricted Contingency Account.
Chairperson Shenk stated that City staff, some members of
B&A, and IPAC met to discuss possible payment options
from IPAC to the City for outstanding tax and water/sewer
balances due. Salk explained to the Committee-that IPAC
has made the following repayment proposal to the City:
A. The back water/sewer and fire bills, total amount
$3,016.96, will be deductdd from the $12,000 1996
funding and paid to the City;
B. The City will deduct $1,000 from the $12,000
funding and establish a tax escrow account to repay
outstanding taxes;
C. The City will release the balance of $12, 000 or
$7,983 . 04 to IPAC as part of the 1996 funding.
D. IPAC will deposit $650 to the City escrow account
monthly beginning March 15, 1996 .
E. The $650 monthly payment will be annually
renegotiated in November to hopefully increase the
payment by IPAC.
F. Quarterly reports will be made to Council on the
IPAC repayment status .
G. Current and future water/sewer, fire bills will be
paid on a timely basis.
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BUDGET & ADMINISTRATION COMMITTEE MEETING JANUARY 24, 1996
Salk explained that IPAC wants to work with the City to
repay all the outstanding balances as soon as is
practical. He stated that IPAC will apply for a partial
tax-exempt status in early 1996 . He stated that if this
status is achieved, then the payment arrangement
presented tonight will be appropriate. If the tax-exempt
status is not achieved, then the repayment agreement will
be renegotiated.
Alderperson Mackesey stated that she is worried over
payment of current and future water, sewer and tax bills.
Salk stated that IPAC is currently breaking even
financially and IPAC expects to improve upon that. After
a discussion regarding , the agreement, the following
motion was made:
WHEREAS, the 1996 City of Ithaca Budget included $12, 000 for
Ithaca Performing Arts Center (IPAC) , and
WHEREAS, at their regular Council meeting of January 3, 1996,
Council transferred the IPAC funding into the Restricted
Contingency account to be released when IPAC submitted an
acceptable plan of repayment to the City of Ithaca for all
debts outstanding, and
WHEREAS, IPAC has met with the Budget and Administration
Committee and City staff and has submitted an acceptable
repayment plan for the repayment of the outstanding debt; now,
therefore, be it '
RESOLVED, That the Common Council approves the following
repayment plan from IPAC for the outstanding real estate
taxes, outstanding water bills and outstanding fees to the
Ithaca Fire Department:
1 . The City will deduct $3,016 .96 from the $12, 000 in
Restricted Contingency funding which represents the
payments for the Fire Department bill of $1,287 .00 and
the water bill from 6/1/95-12/1/95 of $1,729 .96. These
funds will be transferred from the Restricted Contingency
account to the appropriate accounts for repayment of said
bills .
2 . The City will deduct $1,000 from the $12,000 funding and
establish a tax escrow account to repay the outstanding
City/School taxes, penalties and interest.
3 . The City will release $7,983 .04 from the Restricted
Contingency Account A1990 which represent the balance of
funding to IPAC for 1996 .
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BUDGET & ADMINISTRATION COMMITTEE MEETING JANUARY 24, 1996
4. Beginning with March 15, 1996, and on or before the 15th
day of each month thereafter, IPAC will deposit $650 .00
into the City of Ithaca' s established tax escrow account.
The funds will be accumulated in the escrow account to
repay outstanding tax bills, and related interest and
penalties .
5 . If IPAC has additional funds available, beyond the
$650 .00 per month, the funds will also be deposited to
the established escrow account for repayment of
outstanding taxes and related interest and penalties .
6. The $650 . 00 monthly escrow payment will be renegotiated
before the end of 1996, and annually thereafter, to
establish 1997 monthly pdyments to the escrow account.
Increasing monthly tax escrow payments made by IPAC to
the City will be anticipated.
7 . Quarterly reports or as needed, made by the Controllers
Office, will be made to Council on the status of the IPAC
repayment plan.
8 . Current and future water, sewer, fire and tax bills will
be paid on a timely basis by IPAC,
and be it further
RESOLVED, That the IPAC repayment plan will be reviewed and
renegotiated, if necessary, based do the determination of
IPAC' s tax exempt status by May 1996 .
The motion passed 4-0-1. Alderperson Efroymson abstained from _
voting due to a conflict of interest.
It was noted that when the City receives future Community
Services Funding requests, a. list of the agencies will be
forwarded to the Chamberlain to determine if any
outstanding balances exist with the requesting agencies.
4 . DPW
A. Request to Establish Capital Project for Flashing Yellow
Lights on West Court Street
Superintendent of Public Works Gray presented a request
to establish a capital project in the amount of $9,000 to
fund a flashing yellow light on West Court Street between
North Plain and North Albany Streets . Gray explained
that both the BPW and Traffic Systems Engineer have
received the request and recommend the placement of a
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BUDGET & ADMINISTRATION COMMITTEE MEETING JANUARY 24, 1996
flashing yellow light on this block. Gray stated that
the light is needed due to the large number of child
pedestrian traffic from the Immaculate Conception School,
BJM Elementary School, GIAC and the Alex Haley Pool. He
explained that the DPW Budget can not take on this
additional work.
City Controller Cafferillo stated that Consolidated
Highway Improvement Program (CHIPS) funds could be used
for this project. He stated that this type of
construction qualifies for CHIPS funds .
Alderperson Mackesey stated that she was slightly
3 uncomfortable with placing a yellow flashing light at
this site without more information on the effectiveness
of such devices and would rather see the police enforce
speed requirements here to keep motorists within the
speed limit. She stated she would vote for this project,
but would like to examine the issue of enforcement in the
city. Mackesey also felt that the DPW should look at all
of the school zones and develop a priority list.
Alderperson Efroymson stated that this project should not
be put on hold because of the large volume of children
concentrated in this area. After a discussion regarding
speed limit enforcement, the following motion was made:
WHEREAS, the 300 block of West Court Street is adjacent to
Immaculate Conception School, BJM Elementary School, the GIAC,
and many other recreation facilities, including the Haley
Pool, basketball courts and playgrounds, and
WHEREAS, the installation of flashing yellow lights on this
block has been requested to slow traffic and reduce hazards to
the unusually large number of child pedestrians, and
WHEREAS, the Traffic Systems Engineer, Board of Public Works,
and the Budget and Administration Committee have reviewed the
request, and
WHEREAS, the estimated cost for said traffic control device is
$9, 000; now, therefore, be it
RESOLVED, That Capital Project #330 be established in an
amount not to exceed $9,000 for purchase and installation of
yellow flashing lights on West Court Street between North
Plain and North Albany Streets, and be it further
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BUDGET & ADMINISTRATION COMMITTEE MEETING JANUARY 24, 1996
RESOLVED, That said funds will be derived and transferred to
the Capital Fund from the Consolidated and Local Street and
Highway Improvement Program account.
The motion passed 5-0 .
B. Recycling Contract
City Controller Cafferillo reported that the City is
currently operating a recycling program within the city
by contract with Tompkins County. Cafferillo reported
that the County wants to end the contract with the City
in June of this year. He stated that the City has been
providing the recycling program within the city for about
seven years, but the costs continue to climb and the
County feels they can get a private hauler to provide the
city' s service at a lower rate than what the County is
currently paying the City. A discussion regarding the
program followed.
Cafferillo stated that the County has been bidding the
recycling program out, and now is asking the City to
bring our recycling program price more in line with the
outside private hauler, who has won the bid. He stated
that we are now working with Public Works to determine if
_t the City can bring the recycling program costs down, and
if so, how much. He stated that he just wanted to bring
this item to the Committee' s attention, and he will
report back next month. No action was taken.
5 . Fire Department - Request to Temporarily Amend Personnel _
Roster
Fire Chief Wilbur presented a request to temporarily
amend the Fire Department' s personnel roster by adding
two fire fighter positions to replace two retiring fire
fighters . Wilbur stated that the department needs to put
these two new fire fighters on board prior to the fire
fighters ' retirement date to allow them to begin the
training process which should alleviate spring and summer
staffing problems in the Fire Department.
Wilbur stated that the positions would be added to the
Fire Department roster temporarily until the two fire
fighters retire. He stated that this request was
approved by the Vacancy Review Committee. Wilbur stated
that he has the additional two weeks of funds needed
within his 1996 Budget. After a discussion regarding the
request, the following motion was made:
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BUDGET & ADMINISTRATION COMMITTEE MEETING JANUARY 24, 1996
WHEREAS, the Ithaca Fire Department has requested, and been
approved by the Vacancy Review Committee, to hire two
firefighters to replace two retiring firefighters, and
WHEREAS, the Fire Department is requesting that the two
additional firefighters be hired two weeks prior to the
retirements to begin the lengthy training process early to
alleviate spring and summer staffing shortages, and
WHEREAS, the Fire Department will have funds within their 1996
budget to accomplish said early hiring due to an open roster
position; now, therefore, be it
RESOLVED, That the 1996 Authorized Fire Department Personnel
Roster be temporarily amended 'as follows :
Add: Two (2) full time firefighter positions
and be it further
RESOLVED, That said temporary firefighter positions will be
deleted from the Authorized Personnel Roster upon the
retirement of the two existing firefighters on February 28,
1996 .
The motion passed 5-0.
6. Finance/Controller - Request Delegation of Authority on Bond
Issuance I
City Controller Cafferillo and Deputy Controller Thayer
presented a request to the Committee delegating power and
authority to the City Controller to determine whether
bonds of the City shall be payable in a substantially
level or declining annual debt service manner.
Cafferillo stated that state law, approved on June 20,
1994, allows Common Council to authorize the City
Controller to provide for level debt on bonds and BANS
issued by the City.
Cafferillo also stated that the resolution will address
previously issued bonds and BANS issued in 1991, 1992,
and 1994 . He explained that we are required by state law
to provide for the option of level debt on our bond and
BAN issues. After a brief discussion regarding the
delegation of authority, the following motion was made:
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BUDGET & ADMINISTRATION COMMITTEE MEETING JANUARY 24, 1996
A RESOLUTION DELEGATING TO THE CITY CONTROLLER OF THE CITY OF
ITHACA, TOMPKINS COUNTY, NEW YORK, POWER AND AUTHORITY TO
DETERMINE WHETHER BONDS OF SAID CITY SHALL BE PAYABLE IN A
SUBSTANTIALLY LEVEL OR DECLINING ANNUAL DEBT SERVICE MANNER
AND OTHER MATTERS RELATING THERETO.
WHEREAS, the Local Finance Law of the State of New York
provides that a legislative body of the City may delegate to
the chief fiscal officer of said City, certain powers of said
legislative body with respect to the issuance of obligations
of said City, and
WHEREAS, the Common council of the City of Ithaca, Tompkins
County, New York (the "City" ) has previously delegated to the
City Controller of said City 'as the chief fiscal officer on
January 2, 1991, February 6, 1991, March 6, 1991, June 5,
1991, February 5, 1992, April 1, 1992, July 1, 1992, January
5, 1994 and June 1, 1994 certain powers with respect to the
issuance of obligations authorized on said dates which could
be so delegated pursuant to the provisions of the Local
Finance Law, and
WHEREAS, on June 20, 1994, the Governor of the State signed
into law Chapter 201 of the Laws of 1994 which, among other
things, authorizes a legislative body to determine to provide
for substantially level or declining annual debt service on
_ bonds and bond anticipation notes of a city as an alternative
to providing that such bonds and bond anticipation notes be
amortized in accordance with the so' -called fifty per cent
rule, and
WHEREAS, said Chapter authorizes the finance board of a city, _
being the Common Council of this City, to delegate such
determination, together with certain other determinations
therein provided, to the .chief fiscal officer, and
WHEREAS, it is now desired to delegate to the City Controller
of the City of Ithaca, as chief fiscal officer of. the City,
power to make all such determinations; now, therefore, be it
RESOLVED, by the Common Council of the City of Ithaca,
Tompkins County, New York, as follows:
Section 1. Pursuant to the provisions of paragraph a of
Section 56 .00 of the Local Finance Law, the power to determine
whether to issue bonds and bond anticipation notes having
substantially level or declining' annual debt service, as
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BUDGET & ADMINISTRATION COMMITTEE MEETING JANUARY 24, 1996
provided in paragraph d of Section 21.00 of the Local Finance
Law, is hereby delegated to the City Controller of the City of
Ithaca, Tompkins County, New York, the chief fiscal officer of
said City, for the following authorizations :
Authorization Project Description Serial Bond
Date Authorization
Amount
1/2/91 Acquisition of a Building $ 237,500
and the Site thereof and the
Reconstruction of said building
for the provision of Day Care
Services
2/6/91 Various Capital Projects and $2, 847,720
Improvements
3/6/91 Additional Costs of Various $ 233, 155
Capital Improvements
6/5/91 Additional costs of the $ 570, 000
Construction of a new Court
Facility/Reconstruction of
Existing Facility
2/5/92 Various Capital projects and $3,500,000
Improvements
4/1/92 Various Capital Projects and $ 196,000 _
Improvements
4/1/92 Reconstruction of the North $ 50, 000
Cayuga Street Bridge over
Cascadilla Creek
4/1/92 Additional Costs of $ 100, 000
Construction of GIAC Pool
7/1/92 Additional Costs of Various $ 601,577
Capital Improvements
1/5/94 Various Objects or Purposes $1,713, 125
6/1/94 Certain Objects or Purposes $ 202, 000
(Day Care Facility and Fiber
Optic Line)
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BUDGET & ADMINISTRATION COMMITTEE MEETING JANUARY 24, 1996
All other matters relating to such bonds and bond anticipation
notes to be issued by said City and having substantially level
or declining annual debt service, including, but not limited
to, the power to determine the weighted average period of
probable usefulness of the objects or purposes to be included
in such bonds or bond anticipation notes, the maximum
authorized period or maturity of indebtedness of such objects
or purposes to be actually sold, the estimated average rate of
interest at which fixed interest rate bonds of the same
maturities would be sold if such bonds were to be issued with
a variable rate of interest, pursuant to Section 54.90 of the
Local Finance Law, whether interest on such bonds shall be
compounded and payable at maturity or prior redemption,
whether such bonds shall be issued as serial bonds, as sinking
fund bonds, as term bonds, or any combination thereof, and all
other matters which may be delegated pursuant to such Section,
is hereby delegated to the City Controller of the City of
Ithaca, Tompkins County, New York, the chief fiscal officer.
Section 2. This resolution shall take effect immediately.
The motion passed 5-0.
7 . Common Council
A. Drug Task Force Discussion
Alderperson Efroymson discussgd the possibility of a
contract with NYSEG providing six movable or fixed street
lights to place in front of known drug houses in the
city. Efroymson stated that at next month' s B&A meeting
he will request funds to contract with NYSEG to provide -
this street light service. He explained that it would
cost $150 - $400 per light to do this, depending on what
option the City selects. The Drug Task Force felt that
such an expenditure would assist in the fight against
drugs in the city.
Alderperson Mackesey stated that she likes the idea, but
this proposal may become too expensive and add too much
light to the city streets . Mayor Cohen stated that the
costs would only relate to the annual utility cost of
each street light because NYSEG will pick up the cost of
installation of permanent street lights . A discussion
regarding street lights in the city followed.
Alderperson Efroymson stated that there are not enough
lights on the city' s drug houses, and these drug houses
do not move around as much as people think. The
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BUDGET & ADMINISTRATION COMMITTEE MEETING JANUARY 24, 1996
Committee agreed that this proposal is worth looking
over. Alderperson Efroymson stated that more details
will be presented at next month' s B&A meeting. No action
was taken.
B. Postering in the City
Alderperson Mackesey stated that the issue of postering
in the city has been around for a long period of time.
She stated that the Planning Board is now discussing
possible alternatives to postering and some of these
ideas require funding. Mayor Cohen stated that he had
information on this issue and will bring it to next
month' s B&A meeting. The Committee also stated that it
would be helpful to invite the local night club owners to
next month' s B&A meeting to discuss this issue. No
action was taken. The item will be discussed again next
month.
8 . Finance/Controller
City Controller Cafferillo briefly reported to the
Committee that the City recently opened 13 bids on the
City' s $10,849,000 one-year Bond Anticipation Note.
Cafferillo explained that the State' s average rate for Aa
rated bonds was 3 . 60%, and the City' s winning bid came in
at 3.37%, or a $27,500 savings on the issue. He stated
that the City is well respected in the bond market as
evidence of our rates. No action was taken.
9 . Committee to Proceed into Executive Session
The Committee voted, 5-0, to move into executive session
to discuss various personnel issues.
10 . Report from Executive Session
After the Committee voted, 5-0, to move back into regular
session, Chairperson Shenk reported that the Committee
took the following action during the executive session:
A. Finance/Controller - Personnel Discussion
Chairperson Shenk reported that the City Controller
discussed pay period adjustments with the Committee. The
Committee gave directions to the City Controller. No
formal action was taken.
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BUDGET & ADMINISTRATION COMMITTEE MEETING JANUARY 24, 1996
B. DPW - Personnel Item Discussion
Chairperson Shenk reported that the Committee discussed
a personnel issue with the Superintendent regarding City
bus drivers, and the Committee gave directions to the
Superintendent. No formal action was taken.
C. Finance/Personnel - Personnel Item
Chairperson Shenk reported that the Committee discussed
a personnel item with the Assistant City Attorney related
to the Personnel Department. The Committee gave
directions to the Assistant City Attorney. No formal
action was taken.
D. Contract Negotiation Status Update
Chairperson Shenk reported that the City Attorney gave
the Committee an update on the current CSEA negotiations.
No action was taken.
E. Mayor/Personnel - Request Payment of Daycare Expenses
Chairperson Shenk reported that the Committee discussed
a personnel item relating to the Mayor' s office, and the
Committee took the following action:
WHEREAS, it has been and is the policy of the City of Ithaca
not to permit temporary employees t9 participate in the City
benefit programs, including Day Care Assistance Program, and
WHEREAS, at the City' s request, on July 12, 1995, Lisa Boyd . -
began working for the City of Ithaca as temporary
Administrative Assistant in the Mayor' s Office while Theresa
Alt maintained the permanent rostered position of
Administrative Assistant until July 21, 1995, and
WHEREAS, Lisa Boyd was not authorized by Council as a
permanent employee until July 21, 1995, and
WHEREAS, she incurred two weeks of daycare costs, for the
period July 12, 1995 to July 21, 1995, which under the City
Daycare Program would equate to $120 . , and
WHEREAS, she requested the reimbursement for daycare through
the City Daycare Program and was told that because of her
temporary roster status for that period she would be denied,
and
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BUDGET & ADMINISTRATION COMMITTEE MEETING JANUARY 24, 1996
WHEREAS, this Common Council determines that due to the unique
specific facts of this situation, it would be fair and
equitable to make an exception to the aforesaid City policy
and to allow Mrs. Boyd to submit and receive the daycare
reimbursement of $120 . ; now, therefore, be it
RESOLVED, That this Council reaffirms the aforesaid City
policy, makes an exception to that policy in the particular
case involving Mrs. Boyd, which exception shall not establish
a precedent respecting future implementation of such policy
and authorizes the payment of $120. in daycare costs for the
period of July 12, 1995 to July 21, 1995 to Mrs . Boyd and
further directs appropriate City personnel to take all
necessary actions to effectuate the payment of daycare costs.
The motion passed 5-0.
The meeting adjourned at 11:25 P.M.
NOTE: In many cases the actual texts of the resolutions
presented in these minutes were prepared following the
Committee' s deliberations and decisions on the matters
involved. The resolutions presented here are in complete
accord with decisions made by tie Committee.
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